DEFINITION: Under general supervision, assists in the daily operation of the assigned work unit; works to meet documentation and reporting standards for the Sheriff’s Office; and performs related duties as assigned.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.)

TASKS: Assists in a variety of administrative functions involved in the daily operation of the assigned division; assists in resolving administrative problems; supervises the support staff; oversees and maintains the workflow of the support staff; and has the ability to multi-task. Identifies and recommends staffing, equipment, supplies, materials, and other needs; provides leadership to the support staff; assures duties of employee assigned are as prescribed by law and the policies and procedures of the Sheriff's Office; supervises assigned personnel and assists in the day-to-day operation of the division; manages the training, development, evaluation and counseling of assigned personnel; assists the supervisor when required or requested; coordinates and assists other divisions in accomplishing the goals of the department.

Enters incident and supplemental reports into the computer and lists the detective to whom it is assigned; transcribes tape recorded interviews and follow-ups for the work unit; answers incoming calls for services; ensures that employees receive their messages; types of letters and memoranda related to the daily operations of the unit; coordinates and analyzes crime data; drafts and submits reports (periodic and/or statistical) to document activities.

Assists in pre-employment background investigations; interacts with outside vendors and orders supplies, equipment, and/or services; manages case files for the work unit; greets the public via telephone, in person, or in meetings; enters warrants on the Records Management System, T.C.I.C. and/or N.C.I.C.; orders supplies as needed; makes files for out-of-state fugitives; tracks court dates for inmates to ensure their appearance in court at the correct date and time; meets the public and helps them; answers the main telephone line of the Sheriff’s office.

Transcribes from dictation; researches information; composes and types routine documents (e.g. memoranda, letters, reports, etc.); responds to requests for information; schedules visitor and business appointments; meets with the division supervision to receive assignments; greets visitors to ascertain the nature of business; directs visitors to appropriate authority; establishes and maintains manual and computer filing systems; develops and implements forms for use on automated or manual filing systems.

Enters traffic citations; files various reports, citations, expungements, etc.; provides assistance to the general public; assists co-workers with various assignments; provides secretarial, clerical, administrative support to the work unit services; provides secretarial services to other work units as requested; ensures the work unit is well organized and run efficiently to take stress off the supervisor; enters warrants on N.C.I.C, T.C.I.C. and automated systems.

MINIMUM QUALIFICATIONS: Must have a Bachelor degree or higher from an accredited college or university and three (3) years of full time secretarial experience or five (5) years of full-time secretarial experience and types accurately at the rate of 35 words per minute net speed.

PHYSICAL REQUIREMENTS: This classification involves sedentary work in a standard office environment with little exposure to harmful activities. The Hamilton County Sheriff’s Office promotes a drug/alcohol-free work environment through the use of pre-employment and random drug testing.

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